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Resources Coordinator (4450)

Date: Jul 15, 2021

Location: Washington, DC, US, 20016

Company: American University


This position works with the Assistant Dean of Admissions and Financial Aid, coordinating multiple databases to enable the processing of applications for admission to the JD program. The Coordinator acting as the primary resource for system training, testing and troubleshooting data errors. The Coordinator also assists with marketing, events coordination, and ensures compliance with admissions and ABA standards regarding required paperwork.

Essential Functions

1. Serve as Database Administrator for ACES2 and ETS Data Manager databases and as Office of Admissions liaison for Colleague. Create manuals and train Admissions Staff on all relevant databases. Coordinate with staff from AU Office of Information Technology, WCL Office of Technology, Law School Support Services, and Educational Testing Service to  troubleshoot problems and implement improvements to existing processes. 

2. Counsel applicants during the application process regarding the following: admissions standards, LSAT or GRE scores, candidate credentials, and the decision-making process. Lead information sessions for prospective students as needed. 

3. Assist with planning, scheduling, operations of admissions and recruitment events. Work with schools and organizations hosting law fairs, graduate school fairs, and other recruitment opportunities during recruitment seasons. Markets events, including social media and updates to Recruitment website. Manage system process for capturing student information at events and send follow-up emails to students after each event. Manage events as needed. 

5. Manage ACES, Colleague, and Informer testing for system updates, including regular updates and large-scale migrations. Perform all User Acceptance Testing and Validation Testing for the Office of Admissions and represent the office at all migration-related meetings and events to ensure compliance. 

6. Responsible for the daily transfer of data between ACES2 and Colleague. Run frequent reports reconciling ACES2 and Colleague to ensure the accuracy and completeness of data and to confirm field mapping. 

7. Report on admissions data for both internal audiences and external agencies. Process Weekly Reports in parallel with Assistant Dean of Admissions and Financial Aid using custom-built Excel templates to verify data. Report on incoming class data for the ABA Annual Questionnaire, US News and World Report, Princeton Review, NALP Directory of Law Schools, etc. 

8. Research the use of standardized tests in law school admissions. Perform statistical analysis on applicants’ standardized test scores and evaluate outside validity studies to assist in decision making regarding admissions standardized test policies. Manage collaboration with consultants to confirm statistics and with law school leadership to implement and broadcast expansion of the standardized test requirement for admission.

Essential Functions (continued)

9. Collaborate with the Committee on Admissions to facilitate review process. Train committee members on use of ACES2 for file review, process weekly charts for use during meetings, and maintain communication between Office of Admissions and Committee members. 

10. Work with Associate Director to create, edit, and maintain admissions marketing materials and other communications, including web pages, online application, and marketing emails. 

11. Manage faculty yield project. Coordinate with participating faculty, match admitted students to faculty members, send emails, track responses, and summarize results. 

12. Process all mail-merge correspondence to applicants, including decision and scholarship letters and emails. 

13. Manage student AUID photo and required document collection from incoming students; analyze processes and procedures to streamline and ensure all items are submitted within the required timeframe. 

14. Manage character and fitness disclosure process to ensure that entering students comply with state bar licensing requirements 

15. Ensure compliance with ABA accreditation standards with respect to transcripts and coordinate with the Office of the Registrar. 

16. Work with WCL Finance Office and AUWCL Online Store vendor to set up and maintain processes for ordering gifts, and to troubleshoot any problems that arise. Approve individual orders for admitted students. Track items ordered and summarize results. 

17. Implement future Client Relations Management (CRM) database for the Office of Admissions. Develop data analytic methods, train admissions staff on usage, and ensure accuracy of data in the database.

Position Type/Expected Hours of Work

  • Full Time
  • Coordinator/Analyst B 
  • Non-Exempt
  • This is a union-eligible position.

Salary Range

  • low 50's

Required Education and Experience

  • Bachelor's degree or equivalent 
  • 2-4 years of relevant experience

Preferred Education and Experience

  • 3-5 years of relevant experience
  • Skill using Ellucian’s Colleague and CRM preferred

Additional Eligibility Qualifications

  • Diversity, Equity, and Inclusion: An ability to welcome, value, and affirm individuals of all identities and experiences, and a commitment to ensure they are understood, appreciated, and fully included in the university community 

  • Discretion, Tact & Diplomacy: Ability to exercise discretion, tact and diplomacy while interacting with students, faculty, university staff, management, and other stakeholders on confidential and/or sensitive matters. 

  • Communication- Advanced: Ability to express oneself clearly and concisely orally and in writing, using language with precision; constructing logical arguments; editing and summarizing; and writing reports or correspondence free of spelling and grammatical errors. Ability to engage in active and empathetic listening and communicate with a service minded orientation. 

  • Training & Presenting Information: Ability to teach or develop in others, any skills and /or knowledge that is specific to a program or functional area; combines exercises, group discussions, webinars, lectures, and other methods to meet diverse learning styles; uses props, slides, and other presentation aids well; ensures that content is current, and that activities are engaging and effective so that the audience clearly understands the intended message. 

  • Excel Level 2 (Advanced): Mastery of advanced functionality, including Data Validation, Pivot Tables and Charts; use formulas such as INDEX and VLOOKUP, and ability to create logic statements such as IF, AND, OR. 

  • Standard Office Software: Skill using email, word processing, database, and presentation development software applications. 

  • Thoroughness in Reviewing Work: Ability to work independently and to review one’s own work and information to ensure completeness and accuracy; carefully prepare for meetings and presentations; organize information or materials for others; follow up with others to ensure that agreements and commitments have been fulfilled; and set up procedures to ensure high quality of work.

  • Hiring offers for this position are contingent on successful completion of a background check


  • Click here to learn about American University's unique benefit options


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American University is an equal opportunity, affirmative action institution that operates in compliance with applicable laws and regulations. The university does not discriminate on the basis of race, color, national origin, religion, sex (including pregnancy), age, sexual orientation, disability, marital status, personal appearance, gender identity and expression, family responsibilities, political affiliation, source of income, veteran status, an individual’s genetic information or any other bases under federal or local laws (collectively "Protected Bases") in its programs and activities.

Nearest Major Market: Washington DC